#Appoint committee chairs and members as needed or requested by the NMRT Executive Board

+

#Hold Executive Board meetings as needed through the year, but at least one at Midwinter and one at Annual. For the past few years there have also been Board meetings in the fall and spring, held virtually.

+

#Appoint committee chairs and members as needed or requested by the NMRT Executive Board.

#Coordinate all NMRT activities, ensuring that they are in line with the stated mission and goals of ALA/NMRT.

#Coordinate all NMRT activities, ensuring that they are in line with the stated mission and goals of ALA/NMRT.

#Maintain close contact with the officers and ALA Staff Liaison and with NMRT liaisons and chairs as appropriate.

#Maintain close contact with the officers and ALA Staff Liaison and with NMRT liaisons and chairs as appropriate.

Line 22:

Line 23:

#Maintain individual files on all officers, liaisons, and committees including reports, correspondence, and telephone conversation summaries.

#Maintain individual files on all officers, liaisons, and committees including reports, correspondence, and telephone conversation summaries.

#Examine goals and objectives as reflected in reports from officers, liaisons and chairs.

#Examine goals and objectives as reflected in reports from officers, liaisons and chairs.

−

#Attend as many NMRT meetings as possible during Midwinter and Annual Conferences.

+

#Attend as many NMRT meetings/programs as possible during Midwinter and Annual Conferences.

#Acknowledge NMRT's corporate sponsors throughout the year in writing and through personal visits to exhibits.

#Acknowledge NMRT's corporate sponsors throughout the year in writing and through personal visits to exhibits.

+

#Throughout the year, send any updates in the committee rosters to the NMRT Staff Liaison, and Vice President, as well as supervising board members and committee chairs.

*NMRT Officers: Copies of correspondence dealing with committees under their guidance.

*NMRT Officers: Copies of correspondence dealing with committees under their guidance.

−

*NMRT Staff Liaison: Copies of selected correspondence; for example, letters sent to other units of ALA.

+

*NMRT Staff Liaison: Copies of selected correspondence; for example, letters sent to other units of ALA, all correspondence regarding NMRT finances. .

===Reports and Dates for Submitting Reports===

===Reports and Dates for Submitting Reports===

The NMRT President prepares:

The NMRT President prepares:

−

#Overall reports at Midwinter and Annual Conference

+

#Board Member Planning Report, Progress Report, and Final Report

−

#Fall and Spring activity summaries to the NMRT officers for committees under their direct supervision

+

#A President's column for each issue of Footnotes

−

#A President's column for each issue of Footnotes

+

#An annual report for the fiscal year

===Reminders and Helpful Hints===

===Reminders and Helpful Hints===

*Procedures for meeting above deadlines:

*Procedures for meeting above deadlines:

**Refresh your memory of the NMRT Handbook, the NMRT Constitution and By-Laws, and the ALA Policy Manual.

**Refresh your memory of the NMRT Handbook, the NMRT Constitution and By-Laws, and the ALA Policy Manual.

+

**Review the NMRT Strategic Plan and determine if it needs to be updated.

**Establish contact with the ALA Staff Liaison and assistant, and call on them when questions arise.

**Establish contact with the ALA Staff Liaison and assistant, and call on them when questions arise.

−

**Maintaining a close working relationship with the Vice President will be mutually beneficial.

+

**Maintain a close working relationship with the Vice President.

−

**Be careful to conform to all ALA deadlines for conference planning.

+

**Be careful to conform to all ALA deadlines, especially those for conference planning, budget submission, and elections.

−

**Start work on ''Footnotes'' columns several weeks before they are due. One suggestion: jot down ideas as they come to you and collect them in a special folder. Drafting your column then becomes a process of arranging these ideas in a logical sequence.

+

**Start work on ''Footnotes'' columns several weeks before they are due.

**Keep up with correspondence as it comes in.

**Keep up with correspondence as it comes in.

**To ensure accuracy and completeness, prepare a written record of each phone conversation as soon as possible.

**To ensure accuracy and completeness, prepare a written record of each phone conversation as soon as possible.

*Budget: The President should display a great degree of fiscal responsibility and encourage others to do likewise. Encourage the NMRT Treasurer to provide you with a regular report broken down by committee.

*Budget: The President should display a great degree of fiscal responsibility and encourage others to do likewise. Encourage the NMRT Treasurer to provide you with a regular report broken down by committee.

−

*Save email addresses of all officers, chairs, and liaisons in your electronic address book to save time.

+

*Save email addresses of all officers, chairs, and liaisons in your electronic address book to save time. Create an email filing system that will allow you to easily find messages as needed.

+

*Work closely with the Parliamentarian if you need assistance with Parliamentary Procedure. ALA uses Sturgis, which allows a lot of freedom to conduct business in a way that makes sense for the group.

+

*Use the New Members Round Board and Committee Chairs Community on ALA Connect for chats and for posting minutes, reports, and other documents http://connect.ala.org/node/112954. Resources should be made public as much as possible.

+

==President's Timetable of Activities==

==President's Timetable of Activities==

===July===

===July===

−

*Send preliminary conference schedule to the ALA Staff Liaison, including times of Executive Board meetings and Midwinter and Annual Orientations; note that these are no-conflict times. Ask the Liaison to check that all those who should receive conference mailings are on the Conference Arrangements Office (CAO) list.

+

*Send preliminary conference schedule to the ALA Staff Liaison, including times of Executive Board meetings and Midwinter and Annual Orientations; note that these are no-conflict times. Ask the Staff Liaison to check that all those who should receive conference mailings are on the Conference Arrangements Office (CAO) list.

−

*Call the officers to remind them to contact their chairs or liaisons and to stay in regular touch.

+

*Call the officers to remind them to contact their chairs or liaisons and to stay in regular touch.

+

*Update the NMRT Welcome to ALA letter and send to the staff liaison. This is sent to all new members of ALA who are not NMRT members within the first 6 weeks of their membership.

+

*Update the welcome information on the NMRT “About” web page.

*Distribute information concerning appointments made since the Annual Conference, and address other changes to NMRT Directory.

*Distribute information concerning appointments made since the Annual Conference, and address other changes to NMRT Directory.

−

*Send any updates in the committee roster to the Publicity committee co-chair for the web roster.

+

*Send any updates in the committee roster to the NMRT Staff Liaison, Vice President, and chair of Web Committee for the roster.

−

*Remind officers, liaisons and chairs of the upcoming deadlines: planning reports (copies to be sent to their supervising officers and committee members) and CAO Midwinter Meeting requests. Instruct chairs to send copies of all forms sent to CAO to you and to their supervising officers.

+

*Write President's column for Footnotes.

−

*Write President's column for ''Footnotes''.

+

===August===

===August===

−

*Set schedules for Midwinter and Annual.

+

*Conduct New Board and New Committee Chair Orientations. Remind committee chairs to request vendor support through Fundraising Coordinator.

−

*Finalize Committee appointments/rosters.

+

*Review and update the “Hints and Tips for Committee Chairs” document on the wiki at http://wikis.ala.org/nmrt/index.php/Hints_and_Tips_for_Committee_Chairs

+

*Submit final Midwinter and preliminary Annual program/meeting information to the ALA Staff Liaison, including room setup, number of chairs, and equipment requests (e.g. microphones).

===September===

===September===

*Review planning reports, examining goals and objectives for the year.

*Review planning reports, examining goals and objectives for the year.

*Hold Special Executive Board Meeting for approval of slate of candidates; add Review and Submit final Annual Conference program to Staff Liaison.

−

*After completing appointments, send updates to the ALA staff liasion for the ALA Handbook of Organization and ALA databases.

+

−

*Notify chairs and officers that the committee roster has been updated.

+

−

*Submit names to Nominating Committee for consideration.

+

===October===

===October===

−

*Contact officers to discuss planning reports for their areas of supervision.

+

*Submit project ideas for the Emerging Leaders program.

+

*Contact officers to discuss planning reports for their areas of supervision.

*Distribute updated rosters and schedule of NMRT Midwinter meetings.

*Distribute updated rosters and schedule of NMRT Midwinter meetings.

−

*Remind committee chairs to submit planning reports if they have not done so.

+

*Remind committee chairs to submit planning reports if they have not done so.

−

*Write ''Footnotes'' column.

+

*Write Footnotes column.

−

*Hold electronic board meeting if necessary. Ask officers and chairs to submit board agenda items. Set an agenda for the meeting and publicize on NMRT-L. Hold meeting on board list, NMRTBD.

+

*Hold electronic board meeting. Ask officers and chairs to submit board agenda items. Request slate of candidates running for NMRT Board positions from Nominating Committee for approval during e-meeting, if not approved previously. Set an agenda for the meeting and publicize. Hold meeting.

===November===

===November===

−

*Monitor work of liaisons and committees. Make suggestions through supervising officers.

+

*Monitor work of liaisons and committees. Make suggestions through supervising officers.

+

*Discuss with Treasurer, Vice-President, and ALA Staff Liaison any needed adjustments to the current budget and to create a preliminary budget for the next fiscal year.

===December===

===December===

−

*Contact all chairs either personally or through their supervising officers to check on progress and answer questions.

+

*Contact all chairs either personally or through their supervising officers to check on progress and answer questions.

Term of Office

Elected as Vice President/President-Elect, serving one year as President and one year as Past President.

Purpose

The purpose of the NMRT President is to oversee and coordinate all NMRT activities, dividing direct responsibility among all NMRT elected officers. The President is also the major NMRT advocate to groups within and outside ALA.

Officers and Committees President Supervises

All officers, Governance Committee, and President's Program Committee

President's Supervising Officer

None

Major Responsibilities

Serve as presiding officer.

Represent NMRT as its chief executive officer.

Hold Executive Board meetings as needed through the year, but at least one at Midwinter and one at Annual. For the past few years there have also been Board meetings in the fall and spring, held virtually.

Appoint committee chairs and members as needed or requested by the NMRT Executive Board.

Coordinate all NMRT activities, ensuring that they are in line with the stated mission and goals of ALA/NMRT.

Maintain close contact with the officers and ALA Staff Liaison and with NMRT liaisons and chairs as appropriate.

Correspondence and Copies

NMRT Officers: Copies of correspondence dealing with committees under their guidance.

NMRT Staff Liaison: Copies of selected correspondence; for example, letters sent to other units of ALA, all correspondence regarding NMRT finances. .

Reports and Dates for Submitting Reports

The NMRT President prepares:

Board Member Planning Report, Progress Report, and Final Report

A President's column for each issue of Footnotes

An annual report for the fiscal year

Reminders and Helpful Hints

Procedures for meeting above deadlines:

Refresh your memory of the NMRT Handbook, the NMRT Constitution and By-Laws, and the ALA Policy Manual.

Review the NMRT Strategic Plan and determine if it needs to be updated.

Establish contact with the ALA Staff Liaison and assistant, and call on them when questions arise.

Maintain a close working relationship with the Vice President.

Be careful to conform to all ALA deadlines, especially those for conference planning, budget submission, and elections.

Start work on Footnotes columns several weeks before they are due.

Keep up with correspondence as it comes in.

To ensure accuracy and completeness, prepare a written record of each phone conversation as soon as possible.

Budget: The President should display a great degree of fiscal responsibility and encourage others to do likewise. Encourage the NMRT Treasurer to provide you with a regular report broken down by committee.

Save email addresses of all officers, chairs, and liaisons in your electronic address book to save time. Create an email filing system that will allow you to easily find messages as needed.

Work closely with the Parliamentarian if you need assistance with Parliamentary Procedure. ALA uses Sturgis, which allows a lot of freedom to conduct business in a way that makes sense for the group.

Use the New Members Round Board and Committee Chairs Community on ALA Connect for chats and for posting minutes, reports, and other documents http://connect.ala.org/node/112954. Resources should be made public as much as possible.

President's Timetable of Activities

July

Send preliminary conference schedule to the ALA Staff Liaison, including times of Executive Board meetings and Midwinter and Annual Orientations; note that these are no-conflict times. Ask the Staff Liaison to check that all those who should receive conference mailings are on the Conference Arrangements Office (CAO) list.

Call the officers to remind them to contact their chairs or liaisons and to stay in regular touch.

Update the NMRT Welcome to ALA letter and send to the staff liaison. This is sent to all new members of ALA who are not NMRT members within the first 6 weeks of their membership.

Update the welcome information on the NMRT “About” web page.

Distribute information concerning appointments made since the Annual Conference, and address other changes to NMRT Directory.

Send any updates in the committee roster to the NMRT Staff Liaison, Vice President, and chair of Web Committee for the roster.

Write President's column for Footnotes.

August

Conduct New Board and New Committee Chair Orientations. Remind committee chairs to request vendor support through Fundraising Coordinator.

Submit final Midwinter and preliminary Annual program/meeting information to the ALA Staff Liaison, including room setup, number of chairs, and equipment requests (e.g. microphones).

September

Review planning reports, examining goals and objectives for the year.

Hold Special Executive Board Meeting for approval of slate of candidates; add Review and Submit final Annual Conference program to Staff Liaison.

October

Submit project ideas for the Emerging Leaders program.

Contact officers to discuss planning reports for their areas of supervision.

Distribute updated rosters and schedule of NMRT Midwinter meetings.

Remind committee chairs to submit planning reports if they have not done so.

Write Footnotes column.

Hold electronic board meeting. Ask officers and chairs to submit board agenda items. Request slate of candidates running for NMRT Board positions from Nominating Committee for approval during e-meeting, if not approved previously. Set an agenda for the meeting and publicize. Hold meeting.

November

Monitor work of liaisons and committees. Make suggestions through supervising officers.

Discuss with Treasurer, Vice-President, and ALA Staff Liaison any needed adjustments to the current budget and to create a preliminary budget for the next fiscal year.

December

Contact all chairs either personally or through their supervising officers to check on progress and answer questions.

Send out call for agenda items for Midwinter Executive Board meeting. Check with Staff liaison to find out if any visitors are planning to attend.